The following are procedures to be used by all subject specialists for submitting monographic orders to the Acquisitions Department.

Order Types

The following are the types of orders handled for monographs:

Approval orders-All books and forms/slips profiled by Yankee Book Peddler on both the Science Approval Plan and the Rivera Approval Plan. Also included here are the British imprints (notification slips received for all of these) profiled with Lindsay & Howes. Yankee approvals are returnable. Lindsay & Howes approvals are non-returnable.

Blanket plans-All materials are shipped automatically from the publisher. Some blankets carry a flat fee for the year, others charge per item.

Firm orders-All orders placed with a publisher's catalog, web page information or other type of printout. These materials are generally non-returnable.

Foreign approval orders-Approval plans established with various vendors of foreign materials. Only certain subject areas are covered by foreign approval plans. These materials are returnable.

The following are additional order types not used for monographs:

Serials orders-Subscriptions to serials titles, no matter their frequency. Most serials are prepaid for the year.

Standing orders-Ongoing order for all volumes in a monographic series or set. Volumes are shipped automatically with a bill.

Each subject area or broad discipline has been assigned several fund codes to represent the different types of orders. For monographic orders, subject specialists will be limited to the use of the fund code for approval orders, firm orders, and foreign approval orders where applicable.

Please see attached the memo regarding the structure of the fund codes and the list of disciplines with their associated fund codes.

Submitting Your Orders

All orders are to be submitted in paper form or via e-mail (seeker@ucr.edu) to the Bibliographic Searching and Ordering Unit in the Acquisitions Department. The following is information that must accompany each order. If the fund code, bibliographer code, or subject specialist name is missing from the order, it will be returned to the subject specialist, if known, or to the Collection Development Department. PLEASE PRINT CLEARLY ON ALL MATERIALS SUBMITTED TO ACQUISITIONS.

1. Full bibliographic information (if readily available)
2. ISBN (if known)
3. Suggested vendor (if the vendor/publisher is having a sale)
   Acquisitions staff will normally select the vendor for the best response and best discount, based on the order itself.
4. Fund code
5. Bibliographer's code (Please see the Collection Development Department's web page for subject areas assigned to each bibliographer)
6. Subject specialist's name
7. Full name of requestor and department (if notification is requested)
8. Location if other than rstk or sstk
9. Order's priority

The following are definitions for the types of priority orders. If an order is for a faculty member, the subject specialist needs to determine whether or not it is actually a priority order of some type. Only orders for which an individual wants to be notified are automatically treated as priority orders.

RUSH-Order is sent to a rush vendor as soon as possible. These are also handled rush in the Receiving Unit in Acquisitions and in Cataloging. RUSH orders are usually material urgently needed by a professor or for a class. Priority mailing costs increase the cost of the book.

RUSH ORDER-Order is sent to a rush vendor as soon as possible. There is no special priority after receipt. These are typically orders from sale catalogs.

1ST PRIORITY-Order is processed immediately after all RUSH and RUSH ORDER materials and before regular orders. First priority materials are also handled as priority in the Cataloging Department. These orders are usually Reference Collection titles and titles for which someone wants to be notified as soon as it is cataloged.

Please refrain from writing extraneous information on all vendor slips. These slips are indeed submitted to the vendors and some will try to read and interpret data on the slips. The back of the slips may be used to record holdings, call numbers, etc.

Which Fund Do I Use?

xxxxa fund: Any order that is submitted on a Yankee order form (yellow pack) or on a Lindsay and Howes form (blue).
xxxxv fund: Any order submitted on a foreign approval vendor's form (Harrassowitz, Touzout, etc.)
xxxxf fund: Any order submitted in any other format other than a vendor form.

When the Item Arrives

Until procedures are developed for the approval room and Yankee shipments begin to arrive with invoices sorted by fund code, we will continue current procedures for reviewing, accepting, rejecting, etc. For materials that are purchased from non-reference funds that are then located in reference, the original fund code will be charged for the item. If an item is recommended for reference prior to ordering, the subject specialist should forward the title to the reference bibliographer for purchase from reference funds.

Pink flags will continue to be used to record actions needed for all items in the approval room: location changes, rejects, binding decisions, etc. These will be reviewed when the overall approval room procedures are reviewed.

Sample YBP slip:
________________________________________________________________________
                                                                                          matha     fund code
HAIGH, JOHN.                                                                     ying shen    selector's name
                                                                                          1     bibliographer's code
                                                                                       location if other than rstk, sstk
TAKING CHANCES: WINNING WITH PROBABILITY.

OXFORD: OXFORD UNIV PRESS, 2003


AUTH: UNIVERSITY OF SUSSEX. INCLUDES NEW CHAPTER
ON PROBABILITY FOR LAWYERS.
     LCCN 2003-269210                        BNB BA2-U1185
ISBN: 0198526636                              LIB PO#

             322 UNIV OF CALIFORNIA/RIVERSIDE
DATE        9/03/03                                   5069-15

--------------------------------------------------------------------------------------
SUBJ: PROBABILITIES-POPULAR WORKS.

CLASS QA273.15                              DEWEY#519.2                    LEVEL GEN-AC

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